Seven Counties Services, Inc. :: Louisville, Kentucky -- Your First Appointment

This information was carefully developed with the help of individuals who receive or sought service from us. It explains about Seven Counties Services, Inc., what you should expect from our staff and treatment, and what you need to do for the most effective treatment.

Appointments

First appointment
To make your first appointment with Seven Counties Services, please call our Access Center at 589-1100 or 1-800-264-8799. A trained specialist will discuss your needs and how either Seven Counties or another resource in the community best can help. If Seven Counties is the best choice, the phone counselor will help you choose the best site for an appointment, make the appointment, and tell you what to bring to the appointment.

Additional appointments
After your first appointment, your counselor will make any additional appointments for you.

Cancellations
If you need to cancel your appointment, please call the office 24 hours (one working day) before the appointment. If an emergency occurs the day of your appointment and you cannot keep it, please call the office to cancel.

What to expect during your visits

First appointment
Your first visit usually will last 1-1½ hours. It is important to arrive 15-20 minutes early; there are several things that need to be done at this first visit.

You should bring the following items to your first appointment:

your insurance or medical card
proof of income, such as several of your most recent paycheck stubs for full gross family income or a copy of last year’s IRS tax return; declaration of income
containers of all medicines you are taking
a list of any prior mental health, alcohol and drug abuse or dependency, and developmental disability services you received at Seven Counties Services or elsewhere, and the name of the person(s) providing services
the name, address and phone number of someone to contact in case of emergency
proof of guardianship if an under-age child will be receiving treatment

If you are under 18, you also will need:

a parent or guardian with you for your first appointment
parental or guardian consent for treatment
a parent or guardian with you for all psychiatric (doctor) appointments

During your first appointment you will be asked to complete several forms that include:

verification of billing information
consent to treatment form
information release form
permission to video tape/supervision form
voter registration
an agreement between you and your therapist concerning the issues on which you will be working

Involvement in setting treatment goals
Your opinion about therapy is valuable to the therapeutic process. After a thorough assessment you and your therapist and/or doctor set your treatment goals, make a plan to meet your goals, and review your progress. The treatment plan will be tailored to your specific needs. You and a multi-disciplinary team of professionals from Seven Counties will develop your treatment plan. Some clients may need services from more than one Seven Counties program; those services will be jointly planned and coordinated with you. The therapist then will review the plan of care with you or your legal guardian, and then you or your legal guardian and a representative of Seven Counties shall sign it.

Family involvement
Seven Counties believes that involvement of client’s families is often an important part of providing effective treatment, support and rehabilitation. Input from family members will be sought and encouraged. Family members will be included in goal-setting and planning treatment whenever possible if the client agrees, and if the treatment team believes that including the family would benefit treatment.

Referrals
Seven Counties will assist in linking you with other community resources when:

Seven Counties cannot provide a service, or
some additional services are needed, or
we no longer can provide you with the best service to meet your needs

We will discuss options with you and make arrangements for a referral. Where appropriate, our clinical staff will contact the referral site and set an appointment for you.

Hospitalizations
Seven Counties Services refers adult clients to Emergency Psychiatry Services at University of Louisville Hospital, or a hospital covered under your insurance plan. All referrals for hospitalization of children are managed 24/7 through Seven Counties Acute Child Psychiatric Services 589-8070.

Additional services

It is the policy of Seven Counties Services to ensure services for clients with special needs including (not limited to) clients with hearing, visual, mobility or developmental impairments and non-English speaking clients. If you need one of the following services, please mention this to our Access counselor when calling for your first appointment or to the office staff or your therapist at your first visit.

When it is impossible for a Seven Counties site to accommodate the special needs of a client, we will try to locate other resources in the community and refer you to them.

Availability of pastoral services
Seven Counties Services does not directly provide pastoral services. If you request these services or we believe they would be useful in your treatment plan, we will refer you to community clergy.

Contacting your therapist

During office hours call the office where you go for appointments and leave a message that you wish to talk with your therapist. Many times when you call, your therapist or doctor will be with someone and not able to talk with you at that time. He or she will return your call as soon as possible.

Contact after-hours, on weekends or in an emergency
Please call the Seven Counties’ Crisis and Information Center at 589-4313 or 1-800-221-0446.

Office closures
If an office must be closed unexpectedly due to weather or other event, the office staff will try to reach you by phone, if possible. They will attempt to reschedule your appointment. Announcements of office closings, particularly due to weather, frequently are on local radio and television stations.

Notice of Privacy Practices

Costs of services and billing
At your first appointment, you will talk with an office staff member to help figure your fee, which is based either on your family income or your insurance.

Seven Counties Services takes Medicaid as payment in full. Please bring your card with you.

If you have Medicare, you will have a co-payment. We will file your Medicare claim and we accept Medicare payment.

We also will ask you if you have insurance. Mental health benefits from private insurance can help reduce your out-of-pocket costs. Please have your insurance card available when talking with us on the phone and bring your card with you for your first appointment.

All co-pays must be paid at the time of your appointments. We will file your insurance claim or be glad to assist you; should you choose to file your own claim, you must pay for our service at the time of your appointment. We also accept cash, personal checks, VISA and MasterCard.

You also may qualify for assistance with your fees through other programs and grants Seven Counties receives. An office staff member or your therapist will be aware of these resources.

Billing
Payments are expected at the time of service. The office manager at the location where you make appointments will be glad to answer any questions you have about your bill.

Comments or concerns about services, staff, facilities

We want to hear any and all comments about our services, staff and facilities. If you have a comment or concern, ask for the supervisor or manager where you have your appointments or how he or she can be reached. If, after making contact with a supervisor or manager, you still are not satisfied, call the Seven Counties Services’ Ombudsman line at 587-8240.

Customer satisfaction activities
We want our services to be clinically effective and cost-effective, and we want you to be pleased with your experience at Seven Counties. Therefore from time to time, Seven Counties conducts activities to measure customer satisfaction, such as written and telephone surveys and focus groups, where you can express your opinion. While we encourage all our clients and family members to take part in these activities when invited, participation is voluntary.

Your rights and responsibilities as a client

It is the policy of Seven Counties Services, Inc. that all individuals who are seeking and/or receiving services from any of our programs will be provided with effective, efficient services. These services will be directed toward health and habilitation, and will be provided in the least restrictive, community-based setting possible.

Your rights
As an individual receiving services from Seven Counties, you have the following rights:

To be treated with consideration and respect for human dignity.
To receive quality treatment within our capabilities regardless of race, religion, sex, age, ethnic background, mental and/or physical disabling condition, or ability to pay.
To be provided confidentiality and protection from any unwarranted disclosure regarding your treatment.
To be informed of the professional credentials and licensing of all individuals providing service to you.
To be involved in planning your treatment and to be informed about your treatment process.
To be provided clear information about issues such as emergencies, calls after hours, and missed appointments.
To be involved in your discharge and aftercare planning.
To be informed verbally or in writing about the benefits, risks and side-effects of medication prescribed for you.
To refuse treatment to the extent permitted by the law and to be informed about the possible consequences of your action.
To expect continuity of care from one service to another, should you need another service.
To examine and receive an explanation about the bill for your services.
To schedule an appointment with your counselor or case manager to review your record and receive any needed explanations about the contents.
To request a different doctor or therapist.
To submit suggestions, recommendations and grievances regarding any aspect of your care at Seven Counties Services. To use the grievance procedure, call the Seven Counties’ Ombudsman Line: 587-8240.
To request the opinion of a consultant at your own expense. Upon request, the primary clinician at Seven Counties will provide the names of several clinicians/organizations from whom the client might choose.

Your responsibilities

To share the responsibilities of deciding treatment goals, and making and following a plan to meet those goals.
To keep all appointments. If it is not possible to keep an appointment, you are responsible for calling the office 24 hours (one working day) prior to the appointment.
To be honest and open with your therapist and/or doctor about information important to the service you receive.
To pay your bill according to your determined fee. To be honest in declaring your family income.
To show respect and concern for other customers of Seven Counties Services and to respect their privacy.
To show respect and consideration for the staff of Seven Counties Services.